Training Program for Section Officers

at the Staff College

Topic: Correspondence in English
Theoretical understanding and
 Practice of writing
• Personal & Official Business
Correspondence
-Ram Babu Dhakal
Fmr. Under-Secretary, MoFA
December 28, 2018
 Definition
• Correspondence: communication by letters
• International correspondence in English
language
• Diplomatic correspondence: Communication
through diplomatic channels, in other words,
diplomatic documents as well.
• If long-term intentions are not communicated
clearly to both friends and adversaries the
consequences can be disastrous." (Harold
Nicolson)
 Purposes
• Communication to the counterpart (person or agency):
letter/note verbale
• Communication to public (ordinary) and media (news
persons/ agencies) through oral statement (interview) or
printed/electronic version: press release/press
note/communiqué.
• Message for souvenir/book/publication
• Invitation for an official meeting
• Taking notes on meeting.
• First person correspondence
• Third person correspondence
 Types of letters in General
• Personal (family, friends, children, introduction,
love letters)
• Social (greetings, condolences, congratulations)
• Matrimonial (marriage, after marriage, divorce)
• Employment ( notices, replies, appointment)
• Commercial (business queries, circulars)
• Public (letter to the editor, leaders, club)
• Legal (receipt, telegram, Affidavit, lawyers)
• Official (complaints, enquiries, notice, diplomatic)
• Others (literary, publishers, article)
 Types of Official Correspondence
• Types of Diplomatic Note (Correspondence):
1. Third Person Note (Note Verbale, Circular Diplomatic Note
(identical note), Note Diplomatique, Aide-Mémoire, Note
Collective, Memorandum)
2. First Person Letter : Ambassador, Minister, Secretary.
• Multitude of purpose:
– Request note
– Reply note (Response Note)
– Protest Note
– Invitation
– Exchange of notes : Constituting a part of treaty/ an
international agreement
 Paper Size for Notes
• The US Department of State has developed a Foreign Affairs
Handbook on diplomatic note writing. It prescribes the paper
size.
• For example, "for the first-person formal note, preparers must
use the (8-1/2” x 11” embossed white seal “Department of
State Washington” diplomatic note stationery) or "Embassy of
the United States of America" letterhead. For succeeding (8-
1/2” x 11”) white bond paper must be used." (Vol.5, HB 1)
• "The first page of the third-person note is prepared on 8-1/2”
x 11” embossed white seal diplomatic note stationery. For
succeeding pages, 8-1/2” x 11”white bond paper is used."
 Introduction to Samples
Address and Date
xx
Salutation
(Dear Sir, Madam, Mr./Ms….)
Xx

Body of the letter

Xx

Salutory Close
Yours sincerely/truly/faithfully
Signature
Name and address of the receiving person
 Example of Styles Used for Note/Letter
• See examples of notes used in our practice during the
discussion.
• Channel of communication to foreign governments is MOFA.
• All communications are in English.
• Designations, titles and names of dignitaries are to be
checked for accuracy.
• First/second person pronouns, i.e., you and I, are used in
first person note, but not in the third person note.
• Third person pronouns, i.e., he, she, it, they, are used in third
person note. Don't use the courtesy phrase, "Your
Excellency," in the third person note, it should be used in
first person note when first mentioned. To avoid repetition,
"you" or "your" should be used in subsequent reference.
 Courtesy Phrases
• "I have the honour" is used in the first person letter when an
ambassador, prime minister, minister for foreign affairs and
secretary is being addressed.
• Salutation on the first person note : "Excellency" to ambassador,
minister for foreign affairs, foreign secretary. "Sir" or "Madam" for
others such as CDA, a.i.
• The courtesy phrase "has the honour" is used in the third person
note.
• The dateline is placed at the end the text on the third person note.
Like, Kathmandu, December 4, 2011. The date is written above the
salutation and text on the first person note.
• The third person note may be from the minister for foreign affairs or
foreign secretary to ambassadors or heads of mission. The letter
from these dignitaries could be in the first person as well depending
on the subject matter and intent in what mode to communicate.
 Closing clause and others related to style
• Closing and signature : The clause "Accept, Excellency, the
assurances of my highest consideration" is used on the first person
note for ambassador, secretary and minister for foreign affairs.
"Accept, Sir (Madam), the assurances of my highest consideration."
for CDA, a.i. and others.
• "The Ministry of…./or Embassy of…avails itself this opportunity to
renew to the Ministry of…/or Embassy of…. the assurances of its
highest consideration." is written on the third person note as a
closing sentence.
• Reply must be in the same form as received.
• Numbering the notes follows the local custom, for example, the US
DOS does not number the note while their embassies do.
• Spelling must be checked.
• Subject + verb+ object must be matched.
 Sample of Third Person Note
Crest Letter Head
No.
The Embassy of Nepal in Tokyo, Japan presents its compliments to the Ministry of
Foreign Affairs, Government of Japan and has the honour to inform the esteemed Ministry
that the Minister for Foreign Affairs of the Government of Nepal Hon'ble ……accompanied by
few high ranking officials from the Ministry (MOFA) would like to visit Tokyo, Japan effective
from December 12-15, 2018 to exchange notes on bilateral matters covering the entire
gamut of pertinent and topical issues on mutual co-operation exclusively with a view to
promoting and expanding the already happily existing friendly and cordial Nepal-Japan
relations.
The Embassy of Nepal does expect an early communication to this effect from the
Ministry of Foreign Affairs, Government of Japan.
The Embassy of Nepal in Tokyo avails itself of this opportunity to renew to the
Ministry of Foreign Affairs, Government of Japan the assurances of its highest consideration.

Tokyo, Date…….
(Seal and signature)
The Ministry of Foreign Affairs
Government of Japan
Tokyo
 Writing Exercise 1 :
Third Person Note
• Suppose that you are working as a LabourAttach'e at the
Embassy of Nepal in the State of Qatar. In absence of other
diplomats at the Embassy you are supposed to send a Third
Person Note to the Ministry of Foreign Affairs of the State of
Qatar informing them of the desire of the Minister for Labour
of Nepal to visit Qatar within seven days. You are also
supposed to seek an appointment for a meeting between the
two Labour Ministers in the Note.
• Please draft a Third Person Note to be sent to the Ministry of
Foreign Affairs of the State of Qatar depending on the above
information.
 Sample of First Person
• In the letter of the dignitary concerned (e.g.,
Minister for Foreign Affairs/Foreign Secretary),
crest, date, content, signature, addressed
dignitary's name, address.
• Begin with "Excellency…….
• " I have the honour to recall………"
• End with the greeting, e.g., "Please accept the
excellency the assurances of my highest
consideration."
• On the right margin side, name in bracket with
designation and signature.
• On the left side, the addressed authority's name,
designation and address.
First Person Letter Sample
Exchange of Letters Sample
Source: SC Bhatt, India Nepal China (1996)
 Writing Exercise 2: First Person
Letter
• You are working at the Ministry of Commerce and Supplies in
the capacity of Section Officer. Please draft a First Person
Note for the Commerce Secretary to be sent to the Director
General of the WTO thanking him for the recent decision to
extend technical cooperation under 'Aid for Trade' and
'Enhanced Integrated Framework' to Nepal.
 Writing Exercise 3: FP Letter
• Imagine that you are deputed at the Ministry of Health. You
are aware that the Government of Nepal has been
implementing "Golden One Thousand Days" campaignin
collaboration with the UNICEF and the EU to overcome the
challenges of stunting and malnutrition including reduction in
infant/materenal mortality rate. This campaign has been
instrumental in improving the child and maternal health by
reducing malnutrition.
• In the above backdrop, draft a 'Thank You'letter to the
Executive Director of the UNICEF for UNICEF's support to the
Ministry to implement the programs to provide adequate of
nutrition to the mother and the child to save them from
stunting.
 Writing Exercise 4: FP Letter
• Assume that you have been deputed at the Immigration
Office, Rasuwagadhi. As soon as you took up your duty, you
came to know that movement of illegal traders, smugglers,
fake currency rackets and illegal tourists is on the rise across
the border. You are still new and haven't have any
opportunity to introduce yourself with your Chinese
counterpart.
• In this context, draft a letter to the Head of the Immigration
Office of Tibet Autonomous Region of the People's Republic
of China to confirm a date of meeting to introduce yourself
and discuss whole gamut of unwanted activities that is taking
place at that border point so as to find out common way out
to resolve them.
 Writing Exercise 5: Circular FP Letter
• Assume that you have been posted at the Ministry of
Women, Children and Social Welfare. The Supreme Court
gave a verdict on the issue of surrogacy service to the
foreigners stating that it is unethical and illegal to provide
such a service without any legal basis. On the same ground,
the council of Ministers decided to stop allowing surrogacy
service to the foreigners.
• Taking into consideration the above background, write
circular to the focal points of all the countries in the EU
informing them of the decision.
 Writing Exercise 6: FP Letter on
national focal point
• Imagine that you have been deputed at the Ministry of
Environment, Science and Technology and placed at the
Personnel Management Division. The Ministry decided to
change the name and contact details of the focal point for
climate change secretariat due to transfer of erstwhile focal
point to another Ministry. In this context, write a letter
informing the Climate Change Secretariat about the change in
name and contact details of the focal point of Nepal for
climate change.
 Congratulatory message

• Messages concerning congratulations on the assumption of

the offices, condolences and others are also sent in the letter
format or message format.
• Content of congratulatory message. For example, see next
slide.
 Congratulatory Message (FP letter sample)
Crest
Date: …….
His/Her Excellency,
Mr/Mrs/Madam …….
Minister/Secretary of Foreign Affairs

It gives me great pleasure to extend my warm congratulations and best wishes

to Your Excellency on your appointment as the Minister/Secretary of Foreign
Affairs of the Government of…..(country).

I firmly believe that the cordial and friendly relations subsisting between Nepal
and ….(country) will be further strengthened during the tenure of your office.

Please accept, Excellency, the assurance of my highest consideration.

Signature
(Name)
Minister/Secretary of Foreign Affairs
 Sample Congratulatory Message on National Day
Date:
His Excellency
Shri Ram Nath Kovind
President of the Republic of India
New Delhi
On the auspicious occasion of Independence Day of the Republic of
India, on behalf of the Government and People of Nepal and on my own, I
extend to Your Excellency and through you to the people of India my cordial
felicitations and best wishes for Your Excellency's personal health and
happiness and for the progress and prosperity of the people of India.
I am confident that the ancient links and the age-old friendly relations
existing between our two countries and the people will continue to grow from
strength to strength in the times ahead.
Bidya Devi Bhandari
President of Nepal
 Writing Exercise 7:Congratulatory
Message
• Guess that you are working at the Office of the Governor of
Province No. 2, Janakpur. When you assumed your duties
there, Nepal-India border was sealed for 72 hours at the
request of Indian side. In seven days, the election result was
out and the new Governor was appointed for Bihar. The
Governor of Province No. 2 asks to draft a Congratulatory
Message to be transmitted to the newly appointed Governor
of Bihar.
• Taking into consideration the above, draft a Congratulatory
Message for the Governor.
 Writing Exercise 8: Message for Souvenir
• Imagine that you have been deputed as Section Officer at the
Secretariat of the Chief Minister of Province No. 1. One day, a
delegation of farmers visited the Chief Minister and held a
discussion regarding their problems. Prior to concluding the
meeting, a representative of the farmer's delegation handed
over an envelope to the Chief Minister and requested him to
provide his "Message" for the souvenir entitled "Voice of
Farmers" which they are publishing tri-montly.
• As a member of his Secretariat, the Chief Minister asked you
to draft a "Message" for the souvenir. In the above backdrop,
draft a message for a souvenir to be signed by the Chief
Minister of Province No. 1 of Nepal.
 Press Release
• Purpose of press release
– To inform people about the issues/subject matters
they are entitled to know, as tax payer, about
their government's work and transaction
– Generally, it is issued at the end of the visit or
meeting.
• Press release is also called press statement.
• If it is issued by two governments, it is called joint
press release or joint statement/joint communiqué .
 Press Release/Press Statement….

• This type of document gives the public some sense of

what has been discussed under each head on the agenda
and also suggest the substance of any consensus
achieved on future policy.
• They can be of huge importance. For example, the Joint
Communiqué issued and signed by the two prime
ministers at the end of the Prime Minister KP Bhattarai's
visit to India in June 1990, has historic importance to
normalizing Nepal-India relations at that time.
• See the examples of press release/press statement/joint
communiqué.
 Joint Communiqué /Joint Press Statement Samples
• These documents are drafted quickly, while they are called as
statements they expected to be honored, although they rarely have the
status of treaties.
• There is no uniformity in the format or content. Its subject matters and
format would be determined by the officials of the countries concerned
at the time of its issuance. Sometimes, its draft may be ready in advance
of the visit. If there is no agreement between the delegations of the
countries concerned, such kind of document may not be issued at all.
• https://mofa.gov.np/joint-statement-during-the-state-visit-of-prime-minister-o
f-nepal-to-india-6-8-april-2018/

• Joint Statement issued during the State Visit of Prime Minister

K.P. Sharma Oli.
 Writing Exercise 9: Press Release
• You are working as an Administrative Officer
at the District Administration Office of one of
the districts bordering with India. The CDO
regularly holds consultation/meeting with his
counterpart of the Indian side on border
management.
• Prepare a draft press release on such a
meeting recently held between India and
Nepal.
Invitation Sample
Invitation Sample 2
Envelop of Invitation Sample
 Writing Exercise 10: Invitation
• Suppose you are working in the Secretary’s
office of your ministry. The Secretary would
like to hold a reception to Ambassadors of
major donor countries such as China, Japan,
India, USA, UK and representatives of some
funding agencies.
• Prepare a draft invitation on behalf of the
Secretary to the abovementioned guests.
Some Terms of Diplomatic Designations
• Careful attention should be given to:
– Writing country's name
– Diplomatic designations (e.g., Ambassador
Extraordinary and Plenipotentiary, Minister,
Minister-Counselor, Counselor, First Secretary,
Labor Counselor/Attaché, Second Secretary, Third
Secretary, Attaché, etc.
– Similarly, consular positions (e.g., Consul-General,
Deputy Consul-General, Consul, Vice-Consul, etc.
– Embassy/Consulate/Permanent Mission.
 Terms
1. Diplomacy is a statecraft, skill and tact, technique to
conduct foreign policy.
- Diplomacy is the management of international relations by
ambassadors and envoys; the business or art of the diplomatist.
(Oxford English Dictionary)
2. Foreign policy is briefly defined as "the sum of official
external relations conducted by independent actor
(usually a state) in international relations." (Changing
Politics of Foreign Policy, 2003, P.3)
3. Accord : Synonym with "treaty".
 Terms
4. Treaty : An international agreement between states in
written form and governed by international law , whether
embodied in a single instrument or more and whatever its
particular designation. (Article 2, Vienna Convention on the Law of
Treaties of 1969. Nepal is a signatory but not yet a party to the
Convention.)
-The term "treaty" is defined by the and Nepal Treaty Act, 2047, Section
2(a), as "an agreement concluded in writing between two or more
states or between any state and any inter-governmental organization
and document of this nature, irrespective of how it is designated."
-A treaty creates legal rights and duties. It is concluded for matters of
some gravity that require more solemn agreement.
5. Agreement : Agreement are less formal and deal with a
narrower range of subject-matter than treaties.
 Terms

6. Substitute words for treaty: "memorandum," or " protocol,"

or "exchange of notes," or "declaration," or "convention," or
"charter," or "covenant," or "Act," or "statute," or "modus
vivendi," or "agreed minutes,"etc.
7. Convention : is now generally used for formal multilateral
treaties with a broad number of parties. It is normally open
for participation by the international community or by a large
number of states.
8. Protocol: The term is used for agreements less formal than
those entitled treaty or convention.
9. Process-Verbal: is an instrument that contains a record of
certain understandings arrived at by the contracting parties.
 Terms
10. Declaration : is used for various international instruments.
However, they are not always binding.
11. Memorandum of Understanding (MOU) : is an international
instrument of a less formal kind. It does not require
ratification.
12. Exchange of Notes: is a record of routine agreement. The
agreement consists of the exchange of two documents, each
of the parties being in the possession of the one signed by the
representative of other.
13. Asylum: Granting of refuge. Diplomatic asylum means
granting of refuge in diplomatic (or in consular) premises.
14. Casus Belli : An event or act which precipitates or is used to
justify resort to war.
 Terms
15. Diplomatic bag: A package which, to permit and protect
free communication between a state and its diplomats, may
not be opened or detained en route, whether it contains
classified material or not. It must be sealed with the official
stamp of the sending state or mission. It may be in the charge
of diplomatic courier or diplomatic agent.
16. Capitulations : Privileges extended by the Sultan of the
Ottoman Empire to foreign states for the benefit of their
locally resident subjects. It is related to protection given to
foreign envoys in Istanbul in the 18th century.
17. Diplomatic illness: An illness feigned (pretended) by a
diplomat in order to avoid an official engagement.
 Terms
18. Aide-Mémoire : An informal summary of diplomatic interview
or conversation/call on that serves merely as an aid to memory.
It is prepared without courtesy phrases and not signed.
19. Diplomatic privileges and immunities: The special legal position
accorded to diplomatic agents by receiving states. Details of
such privileges and immunities are given in the Vienna
Convention on Diplomatic Relations, 1961. Privileges means tax
exemption whereas immunities are referred to immunity from
the jurisdiction of the receiving state private and criminal acts.
20. Consular Privileges and Immunities : are accorded to career
consular officers. Details are given in the Vienna Convention on
Consular Relations, 1963. Consular premises and documents are
inviolable, as are consular communications.
 Terms
21. Suo Motu : (Latin legal term) On its own motion. The
government acted suo motu (on its own cognizance).
22. Démarche : Representation, individually or collectively, by
one or more governments/ ambassadors, which may be
views/suggestion on or protest/criticism against policy or
action of the host government. It could be in the form of
letter, aide-mémoire and non-paper).
23. Full powers: Powers granted by the government to negotiate,
conclude and sign a treaty or an international agreement. The
credentials prepared for a delegation to participate in the
diplomatic or plenipotentiary meeting consists the full powers
granted to the delegation to carry out the business connected
with the session (meeting/conference).
 Terms

24. Diplomatic Corps : refers to the heads of diplomatic missions

and their staffs within a capital. The vehicles are assigned
with the number plate as CD meaning Diplomatic Corps.
25. Special Envoy: A diplomatic agent/representative designated
for a particular purpose for a temporary period.
26. Persona Non Grata (PNG): The process by which an
ambassador or other diplomatic agent who is personally
unacceptable to the receiving government is removed.
Expulsion or request for recall of the diplomat, refusal to
receive or to continue to receive the diplomat when a
diplomat has personally offended the receiving state. The
receiving state would request the recall of a diplomat and for
the sending state to comply with such request (Art.9, VCDR).
 Finally,

My sincere thanks for your

kind attention !